Payroll for Small Business for ADP Workforce Now

The Business Behind Business Payroll for Small Business for ADP Workforce Now For Audio, call: 1-800-377-0237 Access Code: V10251071035PR185CMB2 Technical Assistance Microsoft Live Meeting Support 1-866-493-2825 Global Crossing Ready-Access Audio Conferencing 1-800-788-6092 2010 ADP, Inc. 2 1

Norms Be responsible for your own learning. Participate. Ask questions when the call line is open. Put your phone on mute during the presentation. Do not put your phone on hold. 2010 ADP, Inc. 3 Course Purpose The purpose of this course is to enable you to process a basic payroll. 2010 ADP, Inc. 4 2

Course Agenda Introduction Paying Salaried Employees Basic Pay Paying Hourly Employees Basic Pay Maintaining Employee Information Paying Salaried Employees who have Pay Changes Paying Hourly Employees who have Pay Changes Paying Employees by Producing Manual Checks 2010 ADP, Inc. 5 Payroll Module User Guide 2010 ADP, Inc. 6 3

The Business Behind Business Module 1: Introduction User Guide Chapter: Getting Started V10251071035PR185CMB2 A Secure, Internet-Based Product No payroll software installation required No data backup required World-class data security and accuracy Anytime, anywhere access 24-hour Support Center 2010 ADP, Inc. 8 4

The Payroll Module Home Page 2010 ADP, Inc. 9 Payroll Cycle Steps and Major Activities 2010 ADP, Inc. 10 5

Course Agenda Introduction Paying Salaried Employees Basic Pay Paying Hourly Employees Basic Pay Maintaining Employee Information Paying Salaried Employees who have Pay Changes Paying Hourly Employees who have Pay Changes Paying Employees by Producing Manual Checks 2010 ADP, Inc. 11 The Business Behind Business Module 2: Paying Salaried Employees Basic Pay User Guide Chapter: Starting a New Payroll Cycle V10251071035PR185CMB2 6

Salaried employees receive a fixed rate. 2010 ADP, Inc. 13 Salaried employees with no paydata changes are paid automatically. 2010 ADP, Inc. 14 7

Hourly employees with standard hours are also paid automatically. 2010 ADP, Inc. 15 To pay salaried employees, you follow the payroll process. 2010 ADP, Inc. 16 8

Logging On To log on the application, you need the following: Digital certificate User ID Password 2010 ADP, Inc. 17 Step 1: Start a New Cycle 2010 ADP, Inc. 18 9

Step 2: Employee Maintenance 2010 ADP, Inc. 19 Bypass the Pay Employees step for salaried employees with no paydata changes. 2010 ADP, Inc. 20 10

Next, you verify the information by running reports. Bypass 2010 ADP, Inc. 21 Generate audit reports to verify the accuracy of your data. Automatic Pay Eligibility Report 2010 ADP, Inc. 22 11

If you were through with data entry, you would complete the payroll cycle. 2010 ADP, Inc. 23 Send the payroll file to ADP for processing. 2010 ADP, Inc. 24 12

Preview your payroll and accept or reject it. 2010 ADP, Inc. 25 After you accept your payroll, you receive your output. 2010 ADP, Inc. 26 13

Key Points A digital certificate, user ID, and password are required. Verify key information before starting a new cycle. Run audit reports to verify your data. The payroll file contains all of your employee and pay information changes. Create and submit the payroll file to ADP to process your payroll. Always send your acceptance or rejection to inform ADP. 2010 ADP, Inc. 27 Course Agenda Introduction Paying Salaried Employees Basic Pay Paying Hourly Employees Basic Pay Maintaining Employee Information Paying Salaried Employees who have Pay Changes Paying Hourly Employees who have Pay Changes Paying Employees by Producing Manual Checks 2010 ADP, Inc. 28 14

The Business Behind Business Module 3: Paying Hourly Employees Basic Pay User Guide Chapter: Paying Employees Chapter: Verifying and Creating Payroll Files Chapter: Submitting Payroll Files for Processing Chapter: Previewing Payroll Files V10251071035PR185CMB2 Hourly employees are paid for the number of hours they work each pay period. Work different number of hours each pay period Hourly Employees Work standard number of hours each pay period 2010 ADP, Inc. 30 15

To pay hourly employees, you follow the payroll process. 2010 ADP, Inc. 31 Group your employees and total the entries. 2010 ADP, Inc. 32 16

A paydata grid has labeled columns and rows. 2010 ADP, Inc. 33 A paydata batch uses a paydata grid and a group of employees. 2010 ADP, Inc. 34 17

One paydata grid can be used to create multiple paydata batches. 2010 ADP, Inc. 35 Using Paydata Batch Archiving 2010 ADP, Inc. 36 18

Using Paydata Batch Archiving (Continued) 2010 ADP, Inc. 37 Using Paydata Batch Archiving (Continued) 2010 ADP, Inc. 38 19

After entering paydata, you verify entries with audit reports. 2010 ADP, Inc. 39 Verify your information by running audit reports. Paydata Audit Reports Paydata - Full Paydata - Summary 2010 ADP, Inc. 40 20

After verifying entries, you are ready to create and submit the payroll file. 2010 ADP, Inc. 41 You preview your payroll to accept or reject it. 2010 ADP, Inc. 42 21

Review payroll preview reports to verify the accuracy of your payroll. Payroll Register and ancillary reports Statistical Summary report (if applicable) Wage Garnishment Processing Service report (if applicable) 2010 ADP, Inc. 43 Accept or reject your payroll to notify ADP. 2010 ADP, Inc. 44 22

Audit Reports versus Payroll Preview Reports Audit Reports Payroll Preview Reports Contain raw employee and pay information Review before you submit the payroll file to ADP Contain processed payroll information Review after you submit the payroll file to ADP and ADP prompts you to preview your reports You generate the reports ADP generates the reports Deleted automatically after six months Deleted automatically five days after receipt 2010 ADP, Inc. 45 After you accept your payroll, you receive your output. 2010 ADP, Inc. 46 23

Key Points You can use paydata grids repeatedly for multiple batches and multiple pay periods. Paydata batches are erased at the beginning of each pay period. Enter hours for hourly employees in a paydata batch. You do not need to complete your batch entry in one sitting. You complete the payroll cycle only once per pay period for all employees in a company code. If your batches are out of balance, you cannot create a payroll file. Review reports thoroughly before accepting/rejecting your payroll. 2010 ADP, Inc. 47 Course Agenda Introduction Paying Salaried Employees Basic Pay Paying Hourly Employees Basic Pay Maintaining Employee Information Paying Salaried Employees with Pay Changes Paying Hourly Employees with Pay Changes Paying Employees Using Manual Checks 2010 ADP, Inc. 48 24

The Business Behind Business Module 4: Maintaining Employee Information User Guide Chapter: New Hires Chapter: Entering Employee Information V10251071035PR185CMB2 To maintain employee information, use the same payroll cycle. 2010 ADP, Inc. 50 25

You can enter changes using Effective Dating. Changes to specific fields are applied on the effective date. History is maintained for all effective-dated fields when changed. 2010 ADP, Inc. 51 Key Points Direct deposits go through a prenote process when they are set up. Enter either a full or a partial deposit. A goal limit is the total amount of a deduction that an employee owes. 2010 ADP, Inc. 52 26

Course Agenda Introduction Paying Salaried Employees Basic Pay Paying Hourly Employees Basic Pay Maintaining Employee Information Paying Salaried Employees with Pay Changes Paying Hourly Employees with Pay Changes Paying Employees Using Manual Checks 2010 ADP, Inc. 53 Break 2010 ADP, Inc. 54 27

The Business Behind Business Module 5: Paying Salaried Employees with Pay Changes User Guide Chapter: Paying Employees V10251071035PR185CMB2 Salaried employees can also have paydata changes in addition to their Automatic Pay. 2010 ADP, Inc. 56 28

To pay salaried employees with pay changes, you complete all six steps of the payroll process. 2010 ADP, Inc. 57 Some paydata batch entries add to Automatic Pay for the pay period. Earnings or hours for: Vacation* Sick* Overtime Bonus Commission * Other hours entered (such as vacation, sick, personal) do not affect Automatic Pay. 2010 ADP, Inc. 58 29

Automatic Pay applies to Pay #1 only. 2010 ADP, Inc. 59 Some paydata batch entries cancel Automatic Pay for the pay period. Regular Earnings Tax Frequency or Temporary Department Y in the Cancel Pay field 2010 ADP, Inc. 60 30

View the Paydata Audit Report Automatic Pay Cancellation. 2010 ADP, Inc. 61 Recently terminated salaried employees receive their last pay automatically. 2010 ADP, Inc. 62 31

Cancel Automatic Pay from the Status page. 2010 ADP, Inc. 63 Key Points To pay salaried employees with pay changes, you need to enter their changes in a paydata batch. For deduction entries: For what is on file, use Replace; use Adjust for an isolated case. Automatic Pay applies to Pay #1 only. Some paydata batch entries in Pay #1 cancel Automatic Pay. Automatic Pay cancellation caused by paydata batch entry is temporary. A terminated salaried employee receives pay for the whole pay period automatically. 2010 ADP, Inc. 64 32

Course Agenda Introduction Paying Salaried Employees Basic Pay Paying Hourly Employees Basic Pay Maintaining Employee Information Paying Salaried Employees with Pay Changes Paying Hourly Employees with Pay Changes Paying Employees Using Manual Checks 2010 ADP, Inc. 65 The Business Behind Business Module 6: Paying Hourly Employees with Pay Changes User Guide Chapter: Paying Employees Chapter: Audit Reports Chapter: Previewing Payroll Files Chapter: Output Reports Chapter: Loading and Exporting Files V10251071035PR185CMB2 33

You also need to enter pay changes for hourly employees in a paydata batch. 2010 ADP, Inc. 67 To pay hourly employees with pay changes, you follow the payroll process. 2010 ADP, Inc. 68 34

Always verify your information before creating the payroll file. 2010 ADP, Inc. 69 Audit reports help you verify the accuracy of your data. Employee Changes report Effective Dated Changes report Paydata Summary report 2010 ADP, Inc. 70 35

After verifying your information, you create and submit the payroll file. 2010 ADP, Inc. 71 Next, you accept or reject your payroll. 2010 ADP, Inc. 72 36

If you find an error, reject your payroll. 2010 ADP, Inc. 73 If you reject a payroll, correct the error and resubmit the payroll file to ADP. 2010 ADP, Inc. 74 37

After you complete the process, you receive your output. 2010 ADP, Inc. 75 Audit Reports, Payroll Preview Reports, and Output Reports Audit Reports Contain information you enter You generate the reports Include pay period information Deleted automatically after a year Payroll Preview Reports Contain processed payroll information ADP generates the reports Include pay period information Deleted automatically five days after receipt Output Reports Contain processed payroll information ADP generates the reports Include pay period, quarter, year-to-date, and employee information Yours to keep always 2010 ADP, Inc. 76 38

Output Reports Master Control Personnel Change Payroll Register Statistical Summary (if Tax Service) 2010 ADP, Inc. 77 Processed information comes back from ADP to your payroll database. 2010 ADP, Inc. 78 39

Key Points ADP will not process your payroll until you accept or reject it. Wait 30 minutes before resubmitting a corrected payroll. Output reports contain processed information. ADP makes any direct deposits and sends you paychecks. ADP updates your payroll database. 2010 ADP, Inc. 79 Course Agenda Introduction Paying Salaried Employees Basic Pay Paying Hourly Employees Basic Pay Maintaining Employee Information Paying Salaried Employees who have Pay Changes Paying Hourly Employees who have Pay Changes Paying Employees by Producing Manual Checks 2010 ADP, Inc. 80 40

The Business Behind Business Module 7: Paying Employees Using Manual Checks User Guide Chapter: Manual Checks Chapter: QuickCalc V10251071035PR185CMB2 A manual check pays an employee outside of the regular payroll. 2010 ADP, Inc. 82 41

What amounts do you need to calculate a manual check amount? 2010 ADP, Inc. 83 QuickCalc automatically calculates taxes and deductions. 2010 ADP, Inc. 84 42

After calculating, you issue a manual check. 2010 ADP, Inc. 85 You create a manual check as part of your regular payroll cycle. 2010 ADP, Inc. 86 43

At times, you may need to reverse a check. 2010 ADP, Inc. 87 You can view pay details by using the CheckView feature. 2010 ADP, Inc. 88 44

Reverse a check during the Pay Employees step of the payroll process. 2010 ADP, Inc. 89 Use Quick Coach to learn a procedure. 2010 ADP, Inc. 90 45

Audit reports help you verify your manual check entries. Manual Checks Full report Manual Checks Summary report 2010 ADP, Inc. 91 Continue the payroll process as usual. 2010 ADP, Inc. 92 46

All of your paydata, including your manual checks, is contained in one payroll file. 2010 ADP, Inc. 93 As part of your output, you receive your manual checks and CheckView file. 2010 ADP, Inc. 94 47

Key Points Use QuickCalc to calculate manual check amounts and values automatically. You must be in the Pay Employees step. You can print a manual check from your PC or let ADP print it for you. Use preprinted manual check stock to print checks on-site. 2010 ADP, Inc. 95 Course Agenda Introduction Paying Salaried Employees Basic Pay Paying Hourly Employees Basic Pay Maintaining Employee Information Paying Salaried Employees with Pay Changes Paying Hourly Employees with Pay Changes Paying Employees Using Manual Checks 2010 ADP, Inc. 96 48

Additional Resources Training at Learn@ADP Classes Tutorials Online Help ADP Support Center User Guide Importing Paydata guide Other guides and forms 2010 ADP, Inc. 97 Additional Resources (Continued) On Learn@ADP: Payroll Getting Started with Effective Dating Hiring an Employee in ADP Workforce Now Portal Administration Setting Up New Hire Templates in ADP Workforce Now 2010 ADP, Inc. 98 49

Continuing Education Credits 3.00 RCHs 3.0 CPEs 0.3 CEUs 2010 ADP, Inc. 99 50

V10251071035PR185CMB2 HANDOUT PAYROLL FOR SMALL BUSINESS FOR ADP WORKFORCE NOW 1 Continuing Education Credits Introduction ADP is an approved provider of recertification credit hours (RCHs) by the American Payroll Association (APA) and continuing professional education (CPE) credits by the National Association of State Boards of Accountancy (NASBA), and is an authorized provider by the International Association for Continuing Education and Training (IACET), 1760 Old Meadow Road, Suite 500, McLean, VA 22102. Most ADP courses are eligible for RCHs, CPE credits, and continuing education units (CEUs). RCHs, CPE credits, and CEUs provide recognition for updating or broadening professional competencies and may be used to maintain professional certifications such as Certified Payroll Professional (CPP), Certified Public Accountant (CPA), or Society for Human Resource Management (SHRM). Professional organizations establish their own certification procedures, which are subject to change. Professional organizations often require documentation of class objectives, duration, and so on along with a certificate of completion. This information is provided on the following pages. At your request, your instructor will provide you with a certificate of completion at the end of this class. 2010 ADP, Inc.

V10251071035PR185CMB2 HANDOUT PAYROLL FOR SMALL BUSINESS FOR ADP WORKFORCE NOW 2 Payroll for Small Business for ADP Workforce Now (71035) Program Content This course prepares participants to use the features of ADP s Payroll module. Topics include an overview of the Payroll module, paying salaried and hourly employees, and paying employees using manual checks. Objectives Upon completing this course, participants will be prepared to: Pay salaried employees who have no paydata changes Pay hourly employees who have hourly entries only Maintain employee information Pay salaried employees who have paydata changes Pay hourly employees who have paydata changes Pay employees by producing a manual check Participant Materials Participants need the Payroll for Small Business presentation before attending class. Method of Presentation Virtual class Duration 2 hours, 30 minutes 2010 ADP, Inc.

V10251071035PR185CMB2 HANDOUT PAYROLL FOR SMALL BUSINESS FOR ADP WORKFORCE NOW 3 Continuing Education Credits for This Course This course may be eligible for the following recertification credit hours (RCHs), continuing professional education (CPE) credits, and continuing education units (CEUs): RCH: 3.00 CEU: 0.3 CPE: 3.0 In accordance with the standards of the National Registry of CPE Sponsors, CPE credits have been granted on a 50-minute hour. ADP, Inc., Major Accounts, Training & Performance Systems is registered with the National Association of State Boards of Accountancy (NASBA) as a sponsor of continuing professional education on the National Registry of CPE Sponsors. State boards of accountancy have final authority on the acceptance of individual courses for CPE credit. Complaints regarding registered sponsors may be addressed to the National Registry of CPE Sponsors, 150 Fourth Avenue North, Suite 700, Nashville, TN 37219-2417. Web site: www.nasba.org. ADP, Inc. is an authorized provider by the International Association for Continuing Education and Training (IACET), 1760 Old Meadow Road, Suite 500, McLean, VA 22102. In accordance with the American Payroll Association (APA), RCHs apply to Certified Payroll Professional (CPP) and Fundamental Payroll Certification (FPC) credentials. Cost and Training Policy For information on course cost, registration, and cancellation policies, refer to the Training Policy. 2010 ADP, Inc.